Coworking Billing From Plans, Seats and Room Hours

Invoices are raised from each member’s plan, with seat changes and extra meeting-room hours already added, and GST applied. Payments are marked against the invoice and unpaid balances get reminders.

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Month end as it is done now

The manager copies seat counts from the desk plan into an Excel invoice, adds GST and checks the total against the bank statement. A company that took two desks mid-month can be billed for the old count. Room hours beyond a plan may be on nobody’s list.

What the billing screen does

Invoices raised from the plan

Every plan carries its price, seats and included room hours. The monthly run builds each invoice from that, applies GST and waits for you to review the batch.

Mid-month seat changes

Two desks taken on the 12th appear on the same invoice as the rest, with the date of the change kept on the member record. Nobody has to recall it.

Room hours beyond the plan

Hours booked past what a plan includes arrive as their own line. The member can see which booking it came from.

One member, one ledger

Invoices, receipts, the deposit and whatever is still open sit on the member record beside the signed contract.

The member gets a copy

Invoices go out by email and appear in the member app. A tenant’s accounts team can pull an earlier month without calling your desk.

Tally stays as it is

Invoices and receipts export for Tally, or link to it during set-up. Your accountant carries on in Tally as before.

Payments and unpaid invoices

Payments land on the invoice

UPI, gateway and bank transfers are marked against the invoice they belong to, so the outstanding figure is right on the day.

Reminders on your own schedule

Whatever is still open gets reminders at the interval you set, in the wording your team has approved. Nobody phones from memory.

Deposits and final settlement

A deposit sits on the contract. When a member moves out, it is settled on the record that raised all their invoices.

Invoiced, collected, outstanding

The month reads member by member, so a follow-up call starts from an actual figure. It is short.

What decides the invoice

Three other screens feed this one. Change something there, and the next invoice follows it.

Membership plans

Price, included room hours and renewal terms are set on the plan.

Meeting room bookings

Bookings count against the plan, and anything past it becomes a billable line here.

Contracts and renewals

Term, deposit and notice live on the contract, and a renewal changes what is billed from the next cycle.

FAQ

Frequently asked questions

Can it raise GST invoices for every member automatically?

Yes. The monthly run builds each invoice from the member’s plan, adds seat changes and any room hours beyond it, and applies GST. You review the batch before it goes out.

Does it work with Tally?

Yes. Invoices and receipts can be exported for Tally, or linked during set-up, so no figure is retyped. Your accountant works as before.

What happens when a company changes its seat count mid-month?

The change goes on the member record the day it happens, and the next invoice carries it. The company is billed for the seats it holds.

How do members pay?

By UPI, through a payment gateway or by bank transfer. Each payment is marked against the invoice it settles, so the outstanding list stays current.

What does the coworking billing software cost?

It depends on how many centres you run and which parts you switch on. No figure is published. A demo comes first, then a written proposal with the number on it.

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